Tenants Guide and Fees






Referencing Procedure / Applications

When a suitable property has been found, you will need to complete a reference application form. Here is an example of some of the information we will need from you.

  • Current address.
  • Confirmation of employment and salary.
  • Previous landlord's contact details.
  • If you are self-employed we will need to see a reference from your accountant.
  • Conformation of any CCJ's

Should a guarantor be required then a further application form will be required.

Right to Rent Checks Administration fee for Reference Application

Proof of ID, this can be in either the form of a passport of driving licence and photo ID or birth certificate.

It is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. 

Holding Deposit

To secure the property a refundable holding deposit capped at no more than one week's rent will be required before we can start the referencing procedure.

By paying the holding deposit you are informing the landlord that you are fully committed to the property, and we the agent can remove the property from our availability list. The holding deposit will be deducted from the first month’s rent due.

We can retain the holding deposit under the following circumstances:

  • The proposed tenant changes their mind to rent the property.
  • The proposed tenant fails the Right to Rent check.
  • The proposed tenant provides false information regarding their suitability e.g. income, CCJ's etc.
  • The proposed renant doesn't enter into the agreement by the agreed deadline.

The holding deposit is refundable if the proposed letting agreement is withdrawn by the landlord or managing agent.

Tenancy Agreement

Once satisfactory references have been obtained and approved by the landlord, then an Assured Shorthold Tenancy Agreement is drafted by Bartlettings. This agreement must signed prior prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations. If the contract is subsequently changed at your request then there will be a charge of £50.00 to cover the additional administration costs.

Commencing the Tenancy

Before the keys can be handed over and the tenants move in to the property the Tenancy Agreement must be signed by all the applicants, the payment of cleared funds covering the agreed damage deposit (usually one month’s rent, capped at no more than five weeks rent where the annual rent is less than £50,000, or six weeks rent where the total annual rent is £50,000 or above but can be more) and the first month’s rent less the holding deposit previously paid.

The ongoing monthly rent (rent is worked out on a per calendar month basis) must be paid in full from one bank account by standing order mandate which will be set up to leave the bank account three days before the rent due date.

Damage Deposit Holding

The Government has introduced the Tenancy Deposit Protection Schemes for all Assured Shorthold Tenancies where a deposit is taken, this is found in the Housing Act 2004. The Deposit will be placed with one of the following three government approved schemes.

  • Deposit Protection Service (DPS), this is a custodial scheme,
  • My Deposits, this is an Insurance based scheme
  • Tenancy Deposit Scheme (TDS), this is an Insurance based scheme

The agent or landlord will inform you which scheme will be used for your deposit.


The landlord will only insure the building, it is the tenant’s responsibility for insuring their own belongings / contents. You may wish to take out your own insurance for your possessions as well as accidental damage cover for any of the landlord’s fixtures and fittings.


The tenant is responsible for all utility bills including Gas, Electricity, Water, Council Tax, TV licence, Telephone, Line rental and Broadband, unless otherwise stated in the Tenancy Agreement.

Property Inspection

At the start of the tenancy an inventory and Schedule of Condition will be provided and both parties will need to agree and sign. During the tenancy (if fully managed) the agent will undertake periodic inspections of the property to check that everything is in order. We will always arrange this with you at a mutually convenient time. At the end of a tenancy the agent (if fully managed) will check the condition of the property and its contents and compare it to the Inventory and Schedule of Condition when the tenancy started. A report will be submitted to the landlord, if there is any damage that cannot be put down to fair wear and tear or to the landlord as required maintenance then the tenant must put it right, if both parties agree the cost of repairs will be taken from the Damage Deposit.

Tenants Obligations

The responsibility for the property lies with the tenant during the period of tenancy. Always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system. It is the tenant’s responsibility to report anything faulty, failure to do so could lead to further damage resulting in the landlord charging the tenant to repair and make good the damage coursed.

Summary of Charges

The following are permitted payments which we may request from you:

  • The rent
  • A refundable tenancy deposit capped at no more than five weeks rent where the annual rent is less than £50,000, or six weeks rent where the total annual rent is £50,000 or above.
  • A refundable holding deposit (to reserve a property) capped at no more than one week's rent .
  • Paymemts to change the tenancy when requested by the tenant, capped at £50 or reasonable cost incurred if higher.
  • Paymemts associated with early termination of the tenancy, when requested by the tenant equivalent to the lamdlord's costs.
  • Payments in respect of utilities, communication services, TV licence and council tax; gas and electricity.
  • A default fee for late payment of rent at a rate of 3% over the bank of England base rate.
  • A default fee for the replacement of lost keys/security device, where required under a tenancy agreement to be charged at cost.  

Please note there is no VAT payable on any of the above fees.

Please call us if you wish to discuss this further.

Tenant Protection

Bartlettings is a member of the UKALA Client Money Protection Scheme and also a member of the Property Redress Scheme. you can find more details on our website or by contacting us directly.




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